Vendor Portal Onsite Training Slides - Defense … · 2017-08-22 · Vendor Portal Onsite Training Slides ... data is controlled so you can only see your data and another vendor cannot

Vendor Portal 10.5.3.188 – August 2017

Vendor Portal Onsite Training Slides

August 2017 – Version 1.04

Vendor Portal 10.5.2.188Vendor Portal 10.5.3.188 – August 2017

We ask that you kindly…

Turn off cell phones and mobile devices

Use your laptops for exercises only

Please refrain from leaving the room during training so you do

not disrupt others – we will provide a break

Please return promptly after the break – we have a lot to cover

Welcome

1


Agenda

1. Introducing the Vendor Portal

2. Navigating the Vendor Portal – Understanding the Basics

3. Submitting Costs to the Vendor Portal

Understanding Cost Zones

Using the Cost Book and Electronic Imports

Using the Vendor Cost Entry module

4. Submitting Item Adjustments (Deals and Promotions) to the Vendor Portal

Key concepts and terms

Using the Item Adjustments List and Electronic Imports

Using the Vendor Item Adjustments module

5. Oops! Remove Submitted Item Adjustments

6. A Look at the Vendor Maintenance Module

7. Here to Support You

8. Complete Vendor On-Boarding

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1. Introducing the Vendor Portal

3


The Vendor Portal is …

Web interface into Power HQ (the centralized DeCA item catalog and data

repository that enables you to communicate and collaborate with DeCA

electronically)

A view into item, cost, and adjustment data for all products you provide

DeCA – by contract if you have multiple contracts with DeCA

Protected means of providing costs and adjustments to DeCA – access to

data is controlled so you can only see your data and another vendor cannot

Replacement for the DeCA Web Pricing System

An easy and accurate way to enter future cost changes and promotional

adjustments – using the data already in Power HQ

A means to continually increase data integrity and visibility in real-time

What is the Vendor Portal?

4


Benefits of the Vendor Portal

Less Paperwork & Delay

• Everything in electronic

format

• Submit costs/adjustments

electronically and

immediately

• No more waiting on the mail

Accuracy & Efficiency

• Eliminate errors in entering

data provided on paper or

in spreadsheets

• Validation of key data

elements at the time of

data submission

Visibility

• You see your data only –

and other vendors cannot

see your data

• Current view into your

items, costs (historical,

current, and future) and

deals/adjustments

• Transparency between

you and DeCA – you see

what DeCA sees

Cost Savings & Profitability

• Reduced costs to provide

data – leverage existing

data versus starting from

scratch

• Real-time input and delivery

to ensure correct cost and

deals are in place on the

effective date

• Supports multiple costs and

adjustment submissions

5

Vendor Portal 10.5.2.188Vendor Portal 10.5.3.188 – August 2017 6

What’s Here and What’s Coming?

Vendor Portal Phase II

Submit new items – replaces

DeCA Form 40-15 (New Item

Presentation and File Maintenance)

Resale Ordering Agreement (ROA)

Contracting Management

Maintain items

GDSN synchronization

Bill Back Manager

Vendor Portal Phase I

View Cost Book

View Item Adjustments Lists

Enter and submit cost changes

Enter and submit adjustments

(deals and promotional offers)

View status of submitted costs

and adjustments

2018


Impact on Vendors

7

Vendor Portal replaces DeCA’s current Web Pricing tool – all Web Pricing vendors must use the Vendor Portal to submit cost changes and item adjustments for existing items.

EDI vendors can use the Vendor Portal, but can continue to submit costs and item adjustments via EDI.

For EDI vendors, DeCA will accept Regular Costs through the 879 EDI transaction set and Promotional EDI 889 for all Adjustments (no changes).

For Web Pricing vendors, you will no longer submit a “net cost” (i.e., your regular cost for a non-promoted item minus any allowance/adjustments for promotional items). You will submit your regular cost for an item and then submit adjustments to that cost for deals/promotions separately.

New items will not be submitted in the Vendor Portal until Phase II. New items will continue to be submitted on DeCA Form 40-15 (New Item Presentation and File Maintenance) with initial regular cost and entered by DeCA into Power HQ. Once the new item is added to Power HQ, you will submit cost changes and adjustments via the Vendor Portal.

Vendor Portal will replace the use of DeCA Form 40-16 (DeCA Promotional Presentation Form). Item adjustments/deals are to be submitted through the Vendor Portal or EDI 889 with the exception of seasonal, One Time Buy (OTB), Shippers, and Pallets. These will continue to be submitted on a 40-16 accompanied with a 40-15. The adjustments for these items will be entered into Power HQ by DeCA.

You will see the same record that DeCA sees – a single version of the truth.


How the Vendor Portal Works

• Submit cost changes and

item adjustments (deals) via

the Vendor Portal (your

personalized view into Power

HQ).

• The changes go into the

Staging Tables, which are a

holding area until the entry is

accepted or rejected (based

on defined business rules or

DeCA actions). You can

review, correct, and resubmit

rejected changes if

necessary.

• Accepted changes move to

the Operational Tables

where they are executed.

Vendors

Vendor Portal

Staging Tables

Operational Tables

Power HQ

DeCA

• Review and accept or

reject changes not

automatically

accepted/rejected by

defined business rules

(e.g., item adjustments for

negotiated promotions)

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• Regular Cost is the cost of an Item without any

Adjustments. Regular base cost changes go directly into

the operational tables after passing through Vendor Portal

business rules to filter out error conditions and incorrect

data. Vendors will see their regular base cost changes

marked as Accepted if they pass all Business Rules and

Filters or Rejected if they do not pass.

• Web Pricing vendors will no longer submit a “net cost” (i.e.,

regular cost for a non-promoted item minus any

allowance/adjustments for promotional items). You will

submit your base cost for Cost Zone 99 for an item. If you

are going to submit an adjustment to that base cost – these

are submitted separately (a two-step process).

Basic Cost Concepts in Vendor Portal

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Regular Costs are submitted via:

• EDI 879 and Vendor Portal

• Bi-weekly – submitted by the 10th or 25th of the month to apply to the

1st or 16th of the next month, respectively.

• Weekly as identified in the contract; submitted five days prior to start

date (e.g., submit by Tuesday to start on Sunday).

• Form 40-15 – submitted when a new item is added. The cost for the

item will be added by DeCA File Maintenance the date the item is added

to the Master Catalog, not the date the item is allocated. This will allow

Sales to see any Vendor cost changes prior to the item availability in the

distribution center.



• Power HQ will populate an end date for a Regular Cost only

when a new Regular Cost is submitted.

• Item cost will revert back to the Regular Cost at the end of a

promotion or cost adjustment period.

• Power HQ will not accept a Regular Cost submission/change

for a date with an active adjustment.

• “Last-in” submission applies only if the cut-off date has not

passed.


2. Navigating the Vendor Portal

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Objectives

You will gain the knowledge and ability to:

Move around in the Vendor Portal (Basic Navigation)

Specify the data you want to view (Filtering)

Generate and export reports

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Getting Started

Access Vendor Portal via URL

User ID and Password required

Login determines what you can see

and do

Vendor Selection Options

By UPC EAN

By Select Vendor

14


How to Change Your Password

To change your login

password…

1. Click on your username.

2. Click on the User Security

popup.

In the User Security window…

3. Enter your current

password.

4. Enter and confirm your new

password (see Password

Requirements).

5. Leave the Password Never

Expire box checked or use

the calendar to select a

Password Expiration Date.

6. Click the Save button.

7. Click OK on the

confirmation message,

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Navigation Basics

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Using the Search Tool: Demonstration

Find specific data using the search tool.

In any module

Define

search/filter

criteria, logic,

and value(s)

ADD and APPLY

search/filter

criteria

View data in grid

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Simple Search

To find information on a single known attribute (e.g., UPC, Brand Code, etc.)

4 6

5

7

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1. Select filter option from the dropdown (e.g., UPC EAN to find information on a specific item). The filter options will vary based on the module you are in. To see all items, click Apply.

2. Select filter logic from the dropdown. The most commonly used logic for the filter is displayed as the default and can typically be used.

3. Enter the filter value or use the Find icon. The Find icon indicates specific values must be entered.

4. Click Add.

5. Verify filter displays in the summary bar. If it does not display, click Add again. To delete a filter, click on the X. To delete all filters, click Clear.

6. Click Apply.

7. Results based on the filters specified display in the summary grid. In the Vendor Cost Entry and Vendor Item Adjustments modules, double click to select a row and display additional data.


To find information using a combination of filters (e.g., Brand Code, Stage Status, Start Date etc.)

Search Using Multiple Filters

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1. Select the first filter

using the dropdown

2. Select the filter logic

3. Enter or select

value.

4. Click Add.

Repeat Steps 1-4 for

additional filters

5. Verify filter(s)

displays in the

summary bar. If it

does not display,

click Add again.

To delete a filter,

click on the X. To

delete all filters,

click Clear.

6. When all filters are

entered and

displayed in the

filter bar, click

Apply.


1. If you do not know the exact data to enter, click on the Find icon in the filter bar. A new window opens.

2. Click the drop down arrow in the Filter By box and select Brand Description.

3. Click the V down arrow in the search logic field and select Like.

4. Use the wild card (%) to search for the correct spelling of the Brand Description as it appears in Vendor Portal – enter %hers% in the target data area.

5. Click the Add button – The target data will appear in the search summary bar.

6. Click the Apply button.

7. The search data will appear in the summary grid. Click the “+” next to the desired selection to move it to the Selection area.

8. Select the item.

9. Click Apply at the bottom of the screen.

Search Using Find Icon and Wildcards

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Creating and Generating Reports: Demonstration

Vendors will be able to view, and format data to create reports from any summary grid in Vendor Portal.

In any module -

input search

criteria

Sort

data in

Summary Grid

Click Export

button & select

file format

Select Report

to view

Open View

Generated

Report module

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Export and View Reports

22

In any module with the Export

option…

1. Input filter criteria.

2. Sort results (optional)

3. Click Export.

4. On popup, select desired file

format.

5. Click Generate Report.

6. On the next popup, click OK.


Export and View Reports (cont.)

23

7. Open the View

Generated Report

module.

8. Double click in the

row to select the

report you want.

9. Click View.

.


Export and View Reports (cont.)

24

10. The report

displays based

on the filters and

file format

selected. This

example shows a

CSV (Excel)

format.

.


Hands-On Practice

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3. Submitting Costs via the Vendor Portal

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Objectives

Gain the knowledge and ability to:

Use the Cost Book to …

Find cost and other information on your items

Review all items or selected items (using filtering)

items within a contract or agreement

Export spreadsheets for entering and importing costs into the Vendor Portal

electronically

Enter and submit item cost information for existing items

• Via Electronic Import using the Cost Book

• Via the Vendor Cost Entry module

Understanding Cost Zones

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3-1. Understanding Cost Zones

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Your contracts and agreements with DeCA define the Cost Zones and

stores you serve. These are defined in the Vendor Store Table module

on a vendor and contract basis. The stores associated with any defined

Cost Zone will vary between vendors.

You need to provide a cost for Cost Zone 99 (EDI Price Zone DoDAAC

HQCAAA on the EDI 879), which is the “base” cost of the item for all

Cost Zones and Stores you serve. If you have a Cost Zone(s) that

requires a base cost that is different than Cost Zone 99, a separate cost

entry must be entered for that Cost Zone(s).

What is the importance of Cost Zone 99? Cost Zone 99 will always be

the cost that the system will revert back to in the case of a cost record

having an end date without a future cost to change to. Any item that is in

the system without a cost assigned to Cost Zone 99 will risk system error

that will result in adverse impact on invoices and retails in our stores.

How Cost Zones Work in Vendor Portal

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For example, you want to submit the following cost changes for an item:

Cost Zone Region Case Cost

99 All Cost Zones $99.00

22 Alaska $110.00

23 Hawaii $110.00

First, you enter the case cost of $99.00 for Cost Zone 99. Then enter

the Case Cost of $110.00 for Cost Zones 22 and 23. That’s all you have

to enter since the cost entered for the Cost Zone 99 will apply to the

other Cost Zones you serve.

Note; Each time a new cost for Cost Zone 99 is submitted (via EDI 879

or the Vendor Portal), the new base cost will override all other Cost

Zones. This will require a new cost entry for each Cost Zone that

continues to be different from the Base Cost 99.

How Cost Zones Work in Vendor Portal

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Vendor Store Table

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Understanding Cost Zones in Vendor Portal

Cost Zone 99 represents the “base” cost zone for each item provided by

a specific vendor. Vendors must provide a base cost for Cost Zone 99.

Vendors only have to designate the costs for Cost Zones other than the

base Cost Zone, if applicable.

Cost Zones in Vendor Portal

32


Cost Zones in Vendor Portal

How Vendor Portal handles Cost Zones when entering Costs or Item

Adjustments for an Item…

1. Input the base item cost value into Cost Zone 99. This will populate all

Cost Zones associated with the item to that value

2. If the cost for a Cost Zone defined in your contract or agreement is

different than the base item cost, enter the appropriate cost for that Cost

Zone.

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3-2. Using the Cost Book and Electronic Import

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Exporting Cost Book Spreadsheet

Open Cost Book

module

Select Report

and click “View”

Export as

CSV file- Click “New”

- TransType ID = 0

- Click “Load from

Excel”

- Select saved

Excel file

- Click “Load”

- Click “Save”

- Review Results

Open Electronic

Imports module

Open View

Generated Report

module

On your PC…

- Enter the cost

data in Excel

- Delete any

unused rows

- Save file on

your computer

35


Exporting the Cost Book

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Exporting the Cost Book (cont.)

37



38



39


Entering Cost Changes in Spreadsheet

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Enter Cost Changes

• Future Case Cost• Start Date• End Date

(if applicable)


Importing Costs from Spreadsheet

41

Open Electronic Imports

module

• Click

• For TransTypeID, enter “0”

• Click

• Click

• Locate the .xls file on your

computer and double click on it

• Click to import the file

• When the Import Data appears,

click

• Click OK on the two

confirmation messages

• Click on the Results tab to see

the number of rows, inserts,

errors, warnings, and excludes

• Click on the Import tab to see

the data imported


Importing the Cost Book

42


Importing the Cost Book

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Hands-On Practice

44


3-3. Using the Vendor Cost Entry Module – Manual Entry

45


Manual Cost Entry

Vendor Cost

Entry module

Enter Item Cost Data

Click Plus Sign to Save and

Submit

46


Stage Status Indicators

Stage Status

OPEN

PENDING ACCEPT

APPLIED

PENDING REJECT

REJECTED

47

Open – The Adjustment is open in the Staging Table waiting for action from DeCA.

Pending Accept – The Adjustment has been accepted but has not yet been applied to the operational

tables.

Applied – The Cost Change or Adjustment has been accepted and applied to the operational tables.

Pending Reject – The Adjustment has been rejected; however you have the opportunity to resubmit the

Adjustment based on the rejection code and reason.

Rejected – The Cost Change or Adjustment has been rejected.

Vendor Portal uses the following color coding to indicate the status of submitted changes in the

Staging Tables.


Submit Costs via Vendor Cost Entry Module

48

Open Vendor Cost

Entry module

1. Click in top blank row

2. Enter UPC number.

The system will enter

item data based on the

UPC.

3. Enter Case Cost, Cost

Zone, Start Date, and

End Date (if

appropriate).

4. Click the “+” to submit

the entry and open a

new row.

5. The item now has an

OPEN stage status.

6. The system captures

and displays the date

the record was

changed and who

changed it.


Hands-On Practice

49


Break

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4. Submitting Item Adjustmentsvia the Vendor Portal

51


Objectives

Gain the knowledge and ability to:

Use the Item Adjustment List to create spreadsheets for entering and importing

adjustments into the Vendor Portal electronically

Enter and submit item adjustments (negotiated and non-negotiated) for existing

items

Via the Electronic Imports module

Via the Vendor Item Adjustments module

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4-1. Key Concepts and Terms –Item Adjustments

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Item Adjustments – Key Principles

Non-Negotiated Promotions ( Adjustment Code 1)

Do NOT require DeCA approval and are independent of a promotional event

Every Day Low Price (EDLP)

Temporary Price Reduction (TPR)

Negotiated Promotions

Require DeCA approval and are associated with a promotional event.

(NOTE: Negotiations occur outside of the system.)

Power Buy Off Invoice (Adjustment Code 2)

National Promotions Off Invoice (Adjustment Code 2)

Managers Special Scan Down (Adjustment Code 10)

• Adjustments associated with events must be submitted 120 days prior to the VPR date

• Event ID numbers are on the DeCA Promotional Calendar on commissaries.com

• Event IDs are required for Adjustment Codes 2 and 10.

• Event ID is NOT required for Adjustment Code 1.

54


Item Adjustments – Key Principles

Adjustments and Cost Zones

Cost Zone 99 - applies adjustments to all Cost Zones and should be used

for Non-Negotiated Promotions only (Adjustment Code 1)

Cost Zone 999 - Applies adjustment to the 48 continental US states (not

Alaska and Hawaii) and is should be used for Negotiated Promotions

(Adjustment Codes 2 and 10)

Note: Cost Zone 999 can only be used with adjustments

55


Item Adjustments – Reason Codes

Reason Codes – Provide information as to why DeCA rejected the submission.

56


Stacking Promotions

An item (single UPC) can have a single adjustment or up to three simultaneous

adjustments (aka “promotional stacking”)

1. Adjustments that can be stacked:

• Adjustment Code 1 – EDI Off Invoice (Non-negotiated TPRs or EDLPs Off Invoice)

• Adjustment Code 2 – PowerBuy Off Invoice Allowance

• Adjustment Code 10 – Managers Special - Scandown

2. All adjustments will be reflected in the Retail Price calculation in Power HQ as

“Adjustments”

3. Promotions with the same Adjustment Code will not stack. The last one received will

apply.

57


4-2. Using the Item Adjustment List and Electronic Import

58


Importing Item Adjustment List

Open Item

Adjustment List

module

Select Report

and click “View”

Export as

CSV file- Click “New”

- TransType ID = 4

- Click “Load from

Excel”

- Select saved

Excel file

- Click “Load”

- Click “Save”

- Review Results

Open Electronic

Imports module

Open View

Generated Report

module

On your PC…

- Enter the item

adjustment

data in Excel

- Delete any

unused rows

- Save file on

your computer

59


Item Adjustment List

1

24

3

60



1

2

61



62



63


Exported Item Adjustment List

64

Enter Adjustment Data

• Event ID (if applicable)

• Adjustment Code (1, 2 or 10)

• Adjustment Case Adjustment Amount

Enter Adjustment Data

• Start Date• End Date• Vendor Comment



65

Open Electronic Imports

module

• Click

• For TransTypeID, enter “4”

• Click

• Click

• Locate the .xls file on your

computer and double click on it

• Click to import the file

• When the Import Data appears,

click

• Click OK on the two

confirmation messages

• Click on the Results tab to see

the number of rows, inserts,

errors, warnings, and excludes

• Click on the Import tab to see

the data imported



66



67


Hands-On Practice

68


4-3. Using the Vendor Item Adjustments Module – Manual Entry

69


Manual Item Adjustment Entry

Vendor Item

Adjustments

module

Enter Item Adjustment

data

Click Plus Sign to Save and

Submit

70


Submit via Vendor Item Adjustments Module

1 23

4

71

Open Vendor Item

Adjustments module

1. To enter an adjustment

for an existing item

2. Enter UPC number in the

top blank row. The

system will enter item

data based on the UPC.

3. Enter Event ID if

applicable, Adjustment

Code (1, 2, or 10),

Adjustment Amount, Cost

Zone, Start Date, End

Date (if applicable), and

Vendor’s Comment (if

needed).

4. Click the “+” to submit

the entry and open a new

row.

5. The system captures and

displays the date the

record was changed and

who changed it.


Hands-On Practice

72


5. Oops! Remove Submissions

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Remove Item Adjustment

• You can request the removal of a submitted item adjustment.

Search and select

Adjustment

to request Removal

Vendor Item Adjustments

module

Category Manager

approves or rejects

Removal

74


Remove Item Adjustment

75


Hands-On Practice

76


6. Vendor Maintenance Module

77


Vendor Maintenance

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Validate your contract information, contact DeCA for any changes.


7. Here to Support You

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Vendor Support – Help Desk

Vendor Portal Help Desk Support

Available everyday, all day (7x24x365)

Help Desk support includes providing:

• Guidance in the correct usage of the Vendor Portal

• Login assistance and password reset support

• Answering and/or escalating workflow questions to the

appropriate DeCA personnel

• Receiving and resolving technical support issues

• For Help Desk support, call 1-800-531-2222 and enter

PIN 7780

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Vendor Support – WBT and Documentation

Web Based Training (WBTs) and Vendor Portal User Guide on www.commissaries.com

As updates and enhancements are made to Vendor Portal, the

documentation will be updated and provided on www.commissaries.com

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http://www.commissaries.com/

http://www.commissaries.com/


8. Complete On-Boarding

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Complete On-Boarding

• Authorized Negotiator has the capability to assign additional users with rights and privileges to conduct their business with DeCA.

• It is important that all Vendor SAM data be current and correct prior to your company going “live” on Vendor Portal.

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Documents

Vendor Portal Onsite Training Slides - Defense … · 2017-08-22 · Vendor Portal Onsite Training Slides ... data is controlled so you can only see your data and another vendor cannot